Select from the main EBMS menu to open
the following list:
Click the New
button to create a new Auto Send
Mode and open the following dialog or select a Tasks
Auto Send Mode and click the
Properties button. Continue
with step 6 if the mode has already been created:
Each Auto Send Mode requires a unique Key Id. This Key ID should be a simple descriptive code that does not include spaces or symbols.
Select the Tasks Send Mode option as shown above.
Enter a short Description of the auto send mode type. This description should clearly describe the mode process. Note that this text is used as the EBMS menu label. Click OK to continue.
Configure the Send
Mode Properties as shown below:
Enable the Show on
Menu option to display the Task Auto Send mode on the menu. Disable this option
if Auto Send is launched using the Task
Scheduler App.
Click on the Edit
Query button to select the
group of tasks to be sent as shown below:
The query example shown above will send all tasks that have not been
previously sent. Review [Main]
Techncial > Set Query Options for more details on creating
query expressions. The Query
setting can be kept blank if all tasks are sent to the customer. Click
the OK button to save.
Click the View Queried
List to view all tasks that will be sent based on the current
query setting as shown below:
The Current Queried List lists all tasks that match the query and that have not been previously sent. The Send Date within the task to be included in the query.
Click the Purge button to populate the Send Date for all tasks listed, removing them from the query. Use the Purge button to remove past tasks from the query. A purge is often required when a new query is created. Click the Close button.
Enable the Document will be printed if customer has no Auto E-mail/Fax entry option to print documents for customers without the settings required to email a task. Review the following Customer Configuration setting for instructions on setting these options within a customer record.
Maintain the default values within the Fields to Assign settings since they are advanced settings.
Enter the desired task form into Report Settings. This report should be a task or work order form. Click Advanced to configure the exported PDF Attachment Name.
Review [Sales] CRM > Auto Send > Auto Send Additional Documents to include other reports to this E-mail.
The Minimum Report File Size setting: This feature allows you to stop any sends on export files that are below a certain file size. This value should be set at about 10K less than the average exported pdf file size to prohibit blank reports to be sent as an attachment.
Enable the Attach a copy of the document when auto sending E-mails option to include a easy to print PDF copy of the task. Disabling this option will only communicate with the customer without a copy of the document. Note that no files will be attached to the email if this option is disabled.
Disable the Export generated PDF's to the temp directory option to record a copy of the document to the shared Export Folder identified in [Sales] CRM > Auto Send > General Setup Instructions. Enable this option only if the documents should be copied to the computer's temporary directory.
The URL can be used to schedule the sending of the documents daily without requiring the user to launch the utility. Review [Main] Technical > Automate using Task Scheduler App for instructions to use the URL address.
Click on the Contract
Priorities tab as shown below:
Enter the contact Title and Information for each recipient option. Review [Sales] CRM > AutoSend > Contact Priorities for configuration details on these important recipient settings.
Most of the Title options are contact types within the Contacts sub-tab of the customer's General tab with the following exception:
The (Contact on Document) option will send the email to the contact listed on the task under the customer address.
Click on Advanced for additional settings:
Enable the For multiple sends to one contact, send one E-mail with multiple attachments option to group attachments (tasks) for an individual customer into one E-mail. A separate E-mail will be generated for each document if this option is disabled. Disable this option if the contents of the form are included in the body of the E-mail.
Enable the Use Summary (after multiple sends, a summary E-mail is sent) option to send a summary to the specified Summary Recipient after a group of E-mails have been sent to a single customer. Review the E-mail Settings details within [Sales] CRM > Auto Send > General Setup Instructions for more information about the Summary Recipient setting.
Disable the Always Send Summary (summary is sent even to single E-mails) option if a summary is not required if the customer only received one e-mail. This setting has no effect if the previous Use Summary option is disabled. Click OK to save.
Set the PDF Attachment Name created by the reports configured in the Send Mode Properties. User defined file names can be set for each of the corresponding reports set in the main property tab described previously in this section.
Complete one of the following methods to launch the process to auto send a batch of tasks:
By selecting from the main EBMS menu if the Show on menu is enabled
Automatically sent using the Task Scheduler App: Use the URL text located at the bottom of this dialog to configure the Task Scheduler App. Review [Main] Technical > Automate using Task Scheduler App for instructions to send invoices on a daily basis.
Click on the E-mail Settings tab as shown below:
The E-mail Settings determine
the details of the e-mail document that will be automatically sent.
The recommended From Address is to match the From Address entered within the . Customer replies will be sent to this e-mail.
Enter an appropriate Subject line for the e-mail broadcast.
Enter the appropriate Body Text using HTML or plain text syntax. The keywords list located at the bottom of the dialog can be used within the e-mail body. Note that line break tags (<br>) may cause extra lines in the E-mail.
The Test E-mail settings is a simple feature that can send a single test e-mail to a specified e-mail address as shown below.
Review [Sales] CRM > Auto Send > Test Mode for details on testing the e-mail creating and reviewing the e-mail result.
